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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Email-based user matching between Salesforce and HubSpot provides a more reliable alternative to ID-based matching, typically achieving 95%+ match rates compared to 70-80% with traditional methods.
Here’s how to implement sophisticated email-based matching with multi-layer logic and alias handling capabilities.
Implement email-based matching using Coefficient
Coefficient enables sophisticated email-based user matching between Salesforce and HubSpot . You get standardized matching logic, alias handling, and quality assurance features that significantly reduce manual intervention needs.
How to make it work
Step 1. Set up data preparation and standardization.
Import Salesforce User.Email (primary), User.Username (often email-based), User.Id, User.Name for reference. Import HubSpot Owner email, Owner ID, Owner name. Use standardization formula: =LOWER(TRIM(Email)) to ensure consistent matching across both systems.
Step 2. Implement multi-layer matching logic.
Create primary match (exact email): =IFERROR(INDEX(HubSpotData!OwnerID, MATCH(LOWER(TRIM(A2)), HubSpotData!StandardizedEmail, 0)), “”). Add secondary match for domain + name pattern: =IF(PrimaryMatch=””, IFERROR(INDEX(HubSpotData!OwnerID, MATCH(LEFT(A2,FIND(“@”,A2)-1), HubSpotData!EmailPrefix, 0)), “”), PrimaryMatch)
Step 3. Create email alias handling system.
Build an Email Alias Table with columns: Primary Email, Alias Email 1, Alias Email 2, Salesforce User ID, HubSpot Owner ID. Implement cross-reference matching that checks primary email first, falls back to alias matches, and uses fuzzy matching for common variations.
Step 4. Add quality assurance features.
Include duplicate detection to flag users with multiple email matches, domain validation to ensure email domains are valid, and match confidence scoring to rate matches based on exactness. This helps maintain data quality.
Step 5. Build sync workflow using email matching.
Import Salesforce records with user email fields, apply email-based lookup formulas to find HubSpot Owner IDs, schedule exports with translated owner assignments, and set up alerts for new emails without matches.
Achieve higher match rates with email-based sync
Email-based matching typically achieves 95%+ match rates and significantly reduces manual intervention compared to ID-based approaches. Start implementing your email-based user matching system today.
